Preferred Methods of Payments for Vendors and Employees

Procurement of goods and services must comply with the established purchasing methods as defined below. Employees who procure goods or services and fail to follow the policies described below should be prepared to fully accept the responsibility for the payment for those goods and services. All purchases must be made in compliance with the College Expense Policy, Procurement Authority, and support Gettysburg College mission.

Methods of Payment:

1. College Purchasing Card

The College purchasing card is the preferred method of payment for all goods when possible.

• If vendor charges a credit card fee move to an alternate payment method noted below.
  • NO services of any kind should be paid for using the college pcard.
  • All service payments should be paid through Accounts Payable.

• When possible employee travel should be paid for using a college Pcard.
• If your current purchasing card limit does not meet your purchasing needs reach out to pcard@gettysburg.edu to discuss options.
• If a personal charge is made on the College Procurement card, reimbursement must be made immediately through CashNet, in cash or check to the cashiering office.

2.  Accounts Payable Payment

If a purchasing card cannot be used, submit a request to Accounts Payable following proper procedures.

• Payments are processed on Thursday.
  • Rush requests must be submitted to Accounts Payable by end-of-day Monday to be considered. Accounts Payable reserves the right to move the request from rush to normal processing timelines.
• Allow 15-20 days for processing once all documentation, approval, and vendor W-9 are received in the Accounts Payable office.
• Incomplete information will delay processing.
• Checks are mailed directly to the vendor. Checks should ONLY be held for pickup for extraordinary circumstances.
• Payment will be reflected on the CNAV Budget Report when the check is issued.
• Requestors may be asked to obtain a Form W-9 or Form W-8BEN from the vendor before the request can be processed for payment.
  • Reach out to Accounts Payable if you are unsure if the proper tax form has already been completed for your vendor.

• To initiate a payment request with Accounts Payable:
  • Upload Request to PeopleSoft Self-Service here.
  • Campus Mail (Box 2454)
  • Drop off in Penn Hall, 2nd Floor
  • Vendor Invoice:
    • Submit vendor invoice with appropriate procurement authorization and general ledger code written on its face.
  • Check Request:
    • If vendor invoice is not available, submit Check Request Form with all information completed, applicable original documentation attached, and appropriate procurement
  • Student Payments:
    • Check requests should be submitted for all student payments.
  • Event Agreement Form:
    • Use for speakers, performers, etc.
    • All information must be completed with appropriate procurement authorization.
    • Payee signature and / or contract should be included.
    • Form W-9 is required.
  • Employee Reimbursements:
    • Personal funds should ONLY be used in instances when:
      • The individual does not have a College Issued Purchasing Card. If a pcard has been issued, it should be used whenever possible.
      • The pcard does not work at the time of purchase. If time permits, reach out to pcard@gettysburg.edu for assistance.
      • When the pcard is not practical. Example vendor does not accept credit cards
      • Itemized receipts must be submitted including detailed receipts for meals and lodging.
    • Employees are highly encouraged to sign up for direct deposit via PeopleSoft Self-service. Instructions are on page 2 of the Employee Reimbursement form.
  • Travel Advances
    • Travel Advances should be requested on a very limited basis. A College Purchasing Card should be used in all possible scenarios.
    • Apply for a travel purchasing card well in advance (at the minimum of three weeks) of your travel.

3. ACH (Automated Clearing House) or Wire (Electronic Transfer of Funds) 

Complete an ACH or Wire Request form if the vendor requires this type of payment.

• ACH or Wire is the preferred method to pay foreign vendor payments. Payments to foreign vendors for services (honorarium, consulting, etc.) are generally subject to federal income tax withholding requiring research and additional documentation.

All ACH and Wire requests must be submitted to Accounts Payable first for review before ACH or Wire is authorized. (Campus Box 2454)